structure of business letter andarsih ds

Andarsih Dwi SintorowatiLP3I Balikpapan

September 2009

– Company’s name – Address – Telephone – Fax – Email / Website– Postal Code– Kind of Business

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– Initial of Company– Initial of Division / Deptartment– Initial of writer– Initial of typist (in lowercase)

– Year issued– Filing reference number

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– In full type of date • US standard : month, date, year• Europe standard : date, month, year

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– Avoid date in figures

– The addressee is the only reader– Put also on the envelope

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– With official title

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– Addressing personally

– To a particular member of an organisation – Above the salutation

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– Very Formal Salutation (rarely in Europe)

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– Single or married woman

– Partnership

– General acceptance

– Announce the main business of the letter– Use for a letter identification

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– The main part of the letter– 4 points:

• Opening • Purpose• Action• Closing / polite expression

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A polite way of bringing the letter to close– Suit with the occasion– Match with the salutation

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Informal

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Less formal

Formal

– After complimentary close (4-5 spaces)– Name of the sender– Sender’s designation/department– Must not carry a title *)

– If signed by other, add:• for• Pp (per procurationem = on behalf of)

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Attachment/ Enclosure

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Courtesy Copy /Copy Circulated

• the recipient doesn’t know that the third person is receiving a copy

• Should be shown only on the file copy and bcc copy/ies

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Blind Courtesy Copy

– Mr, Mrs, Miss– Messrs, Mmes (abbreviation of Messieurs & Mesdames)

– Special title : use the title only

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A woman writing to a stranger

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